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Student Event Planning Guide

Student Event Planning Guide

Event planning can be as simple or as difficult as you make it. The secret is to have a flexible plan from conception to the birth of the idea that is followed and applied. The key terms to remember are the five W's: Who, What, Where, When, and What Else. These should be used during each step of the planning process.

Determine the Event and Purpose

Think about your audience, and who the event is really going to target.

  •  Is it the general student body, a select set of students in a particular major or extracurricular interest, alumni (during Homecoming)?
  • How many people do you expect to attend? (Be realistic)

What would you want to see out of the program?

  • Determine some expectations or a vision of what you want, and what your audience wants?
  • Develop a theme once you come up with a vision.

Event Details 

Set a budget for your event.

  • Estimate the amount of money your event would cost by considering different components you need.
  • Create a template or sample budget

Determine a date and time for your event

  • Think of the amount of students you would like to attend, and the best times to draw them to your event.

Think of possible event locations

  • The Baker Building, Lou’s Place, Science Lecture Theatre and all campus classrooms (fill out the General Room Reservation form to reserve)
  • Carter Conference Room, fire pit, Dora’s, and the Library Mall (contact Dean of Students office)
  • Sub/Grill, Mall, BLC Foyer, Classrooms in BLC, SWR Atrium, and SWR Foyer (fill out the Facilities Room Reservation form to reserve)
  • Bobby Bragan Fellowship Hall, Bride’s Room, Chapel, Choir Room, Parlor, Sanctuary, and the Youth Center (fill out the PUMC Room Reservation Form to reserve)
  • Martin Hall (contact Janna McKinley at 817-531-4992)
  • Nurse Anesthesia Building Foyer (contact Tommie Kates at 817-531-7540)
  • OSH Board Room and the President’s Conference Room (contact the President’s Office at 817-531-5820)
  • The gym (contact Amanda Bermejo at 817-531-4857)
  • The pool (contact Gayle Anderson at 817-531-4950)

Determine if you will serve food at the event

  • If you are serving food (i.e., from a grocery store such as Walmart or from a vendor such as Papa John’s) at your organization meeting or event, you will need to submit proof of having a food handlers license to Student Engagement when you submit your program. Please see this website for more information on obtaining one: http://www.dshs.state.tx.us/food-handlers/default.aspx

Advertise

Think of some places where your target audience will see marketing for your event. Below are some ideas for advertising around campus.

  • Yard signs
  • Posters and Flyers
  • Social Media (Twitter, Facebook, Instagram, etc.)

Miscellaneous

Attend an Event Safety Committee (ESC) meeting

  • The purpose of the Event Safety Committee is to make sure all student organization events consider all options if a program may be considered risky. Therefore, your organization may be requested to attend a meeting to identify possible risks and discuss ways to avoid them.

Secure volunteers for your event

  • Determine member responsibilities and jobs for the event, and make sure your members understand what to do.

Check and Double Check

Confirm that you have everything you need:

  • Tables, chairs, event materials, food, and members to help run the event.
  • All location reservations are correct.
  • Members know the time and place to meet, set up, and run the event.

Assess, Evaluate and Write a Report

Write down an event plan including:

  • How you planned the event
  • Contacts
  • Final budgets
  • Reservations
  • Other documents you used

Include a section in the event plan explaining what needs improvement next year. This gives future officers a plan to follow for the next year without having to reinvent the wheel.

Sample Event Planning Time Line

6 - 8 Weeks Before Event

  • Discuss event with advisor
  • Determine date of event
  • Determine the budget and solicit campus co-sponsorships for event (e.g., SGA funding)
  • Develop comprehensive promotion/marketing plan with committee members
  • Fill out event application to reserve event location (must be submitted at least 15 business days in advanced)
  • Complete necessary paperwork
  • Select any giveaway or promo items 

4 Weeks Before Event

  • Identify and secure any other special needs or equipment
  • Duplicate and / or design promo/marketing materials
  • Order giveaway or promo items
  • Have advisor review your promo/marketing materials before printing

2 Weeks Before Event

  • Print and distribute marketing materials
  • Log all expenditures on event budget spreadsheet
  • Sign up event volunteers at organization meeting to assist with event tear down /set up
  • Start working on your “day of” schedule 
  • Confirm security if needed

Day(s) Of/Before Event

  • Turn in day of show timeline to advisor
  • Print copies of latest day of show sheet
  • Check out event space to make sure it is clean and holds the necessary equipment and furniture requested
  • Purchase food, drinks, ice, tablecloths, and decorations not supplied by catering
  • Post directional signs to the room, if event is open to the public
  • Keep event on schedule
  • Make sure all volunteers are in place to help setup and cleanup 

Post Event

  • Take down old promo/marketing materials
  • Deposit any event ticket revenue
  • Turn in all event receipts to treasurer
  • Return all borrowed equipment within one day of event
  • Finalize event budget spreadsheet
  • Send out event thank you notes to any guests or VIPs
  • Jot down notes into an event plan

Student Group Responsibility

University student groups (“Student Groups”) are expected to conduct themselves in a manner consistent with the University’s function as an educational institution. Student organizations must observe all international, federal, state and local laws and university policies, including the Code, both on and off campus. A student organization will be responsible for the actions and conduct of its members, when one or more of its members, acting in the capacity of their membership, commit a violation of the Code. Student organizations found in violation of the Code will be subject to conduct procedures and sanctions in the same manner as individual students, except that student groups cannot be permanently removed from the University.

Any Notice of Complaint regarding alleged misconduct involving a student organization will be delivered to the student organization’s local address that is on file with the University. A Notice of Complaint will be sent to the attention of the president or other leader of the student organization with a copy to the on campus advisor and/or other advisors as appropriate. Student organizations are responsible for responding to all Notices of Complaint and failure to respond may result in resolution of the matter in the absence of any representative of the student organization.

A complaint filed against a student organization does not preclude the possibility of complaints being filed individually against any or all individual students involved in alleged misconduct.